Most teams keep their process knowledge in four or five places at once: templates in one tool, SOPs in a wiki, reference files on a shared drive, lookup lists in a spreadsheet. Each copy drifts from the others, and when someone new joins, nobody can say with confidence which version is current.
The CheckFlow Library is the central repository for your team’s templates, knowledge base articles, files and data sets. Everything sits in folders you control, with tags for filtering, search across every folder you can access, version history on templates, and folder-level permissions that decide who can see and edit what.
“Helps us make sure nothing is forgotten when onboarding new staff”
- IT Manager, CheckFlow customer
A process is only as reliable as the place it lives. When that place is five places, it isn’t reliable at all.
The procedure was written two years ago by someone who has since left. The steps have changed three times since, but the wiki page hasn’t. New starters read it, follow it, and get it wrong — because the documentation and the process it describes have quietly gone their separate ways.
The checklist is in one system. The guide that explains why each step matters is in another. The two are never linked, so the person running the process has no way to get from a task to the context behind it without asking someone.
The brand guidelines PDF, the supplier contract, the training video, the compliance evidence — all somewhere on a shared drive, in folders named after people who no longer work here. Finding the right file means searching, guessing, and eventually asking.
Everyone has edit access to everything, or nobody does. Either a junior team member can rewrite the finance close process by accident, or a manager has to submit a ticket to fix a typo. Without folder-level permissions there is no sensible middle ground.
Someone tidied up the onboarding template last month. A step went missing. Nobody knows which step, who removed it, or what the template looked like before. There is no history to look at and nothing to roll back to.
A new department wants to start using checklists. They have never built one. The good examples exist somewhere in the organisation, but there is no obvious place to look, so they start from a blank page and repeat mistakes other teams solved a year ago.
Four kinds of item, one set of folders, one search box, one permissions model.
The blueprints for every process your team runs. Each template keeps a full version history so you can see what changed and roll back, and has its own Analytics tab showing how the process is performing across the team.
See the template designerA rich-text knowledge base for the guides, SOPs and reference material your checklists rely on. Preview an article in the Library without opening the editor, and keep it in the same folder as the template it supports.
Read about ArticlesAny file type: PDFs, spreadsheets, images, video, archives. Tag them for filtering, put them in the folder they belong to, and anyone with access to that folder can download them.
Read about FilesReusable reference tables — clients, sites, suppliers, products — that drive dropdowns and auto-fill fields in your checklists. Maintain the list once in the Library and every linked control shows the current values.
Explore Data SetsFolders, tags, search and permissions — the same four tools for every kind of item.
The Library has two sections. The System section gives you Unfiled for items that haven’t been sorted yet, Archived for items you have retired, and Example Templates to copy from. The Team section holds the folders you create yourself — nested as deeply as your organisation needs, by department, client, site or process area.
Add tags to any item — template, article, file or data set — and filter by them. Search runs across every folder you have access to, so you don’t need to know where something was filed to find it. The two-panel layout keeps search, folders and tags in a sidebar, with the item list and its metadata alongside.
Team members are Administrators, Members or Guests, and folder-level permissions decide which folders each of them can see and which they can edit. Archiving an item is reversible — administrators can restore anything from the Archived folder. Deleting is permanent, so the two are kept deliberately separate.
Open the Library and you see the folder tree, your tags and a search box on the left, with the contents of the selected folder on the right. Each item shows its type and metadata, and expands to reveal more detail without leaving the list.
Search covers every folder you can access, whether the match is a template, an article, a file or a data set. Tags narrow the results further — by client, by region, by compliance framework, or whatever scheme suits your team.
Decide who can see and who can edit each folder. Give the finance team their own space, let Guests view a client folder without touching anything else, and keep the templates that run the whole organisation editable only by the people who own them. Permissions are set once on the folder and apply to everything inside it.
Learn MoreEvery change to a template is recorded. Open the version history to see what changed and when, and roll back to any earlier version if an edit turns out to be a mistake. Editing a template never changes checklists that are already running, so you can improve a process safely while live runs carry on.
Learn MoreEach template carries its own Analytics tab: an Active Runs donut breaking down status, task status by assigned user, a chart showing which steps cause delays, and the average completion time. Toggle between active and completed runs to see how the process behaves across the whole team.
Learn MoreWrite guides, SOPs and reference material in a rich-text editor and file them alongside the templates they support. Anyone with the KnowledgeBase.Creator permission, or an administrator, can create articles; view and edit access follows the folder. Preview an article in the Library without opening the editor.
Learn MoreUpload PDFs, spreadsheets, images, video and archives into the folder where they belong. Tag them so they show up in filtered views, and let anyone with access to the folder download them. The policy, the evidence and the template that references them all live in the same place.
Learn MoreBrowse CheckFlow’s public library of example templates from inside your own Library and copy any of them into a Team folder as a starting point. A new department doesn’t have to begin from a blank page — it starts from a working process and adapts it.
Learn More
A checklist tells someone what to do. An article tells them why, what good looks like, and what to do when something unusual happens. In the Library the two sit in the same folder, under the same permissions, found by the same search.
Articles are rich text, so a standard operating procedure can carry headings, lists, links and formatting. When the process changes, the template and the article are updated in the same place by the same people — not in two tools by two teams.
Templates, articles, files and data sets — a few of the items that end up in a typical team’s Library.
If your team refers to it while running a process, it belongs in the Library. Free trial, no card required.
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Four kinds of item. Templates are the blueprints your checklists run from, each with version history and an Analytics tab. Articles are rich-text knowledge base pages for guides, SOPs and reference material. Files can be any type — PDFs, spreadsheets, images, video, archives — and can be tagged and downloaded by anyone with access to their folder. Data Sets are reusable reference tables that feed dropdowns and auto-fill fields in your checklists. All four live in the same folders, share the same tags and search, and follow the same folder-level permissions.
Team members are Administrators, Members or Guests, and permissions are set at the folder level. A folder’s permissions decide who can see it and who can edit its contents; those permissions apply to every template, article, file and data set inside it. Search only returns items from folders you have access to. Administrators can see everything, including the Archived folder, and are the ones who can restore archived items.
Yes. Every template in the Library keeps a full version history. You can review what changed between versions and roll back to any earlier one. Rolling back or editing a template never alters checklists that are already running — those keep the structure they started with — so you can correct a mistake without disrupting work in progress.
A Template is something you run: a structured sequence of tasks and controls that becomes a checklist with assignees, due dates and captured answers. An Article is something you read: a rich-text page holding the guidance, standard operating procedure or reference material behind a process. Typically a Team folder holds both — the template that runs the process and the article that explains it — so anyone doing the work can find the context beside the checklist. Creating articles needs the KnowledgeBase.Creator permission or an administrator role.
The Example Templates folder in the System section of your Library shows CheckFlow’s public library of example templates. You can browse them and copy any of them into one of your own Team folders, then adapt the copy to your process. The same templates can be browsed on the website at checkflow.io/templates.
Yes. A Data Set is a reusable table of reference data that lives in your Library, filed in folders and tagged like any other item. Linked Dropdown and Multi-Choice controls fetch their options from the Data Set every time a checklist loads, so the list is maintained in one place rather than typed into each template. See the Data Sets page for fields, records, views and dynamic values.
For the full picture on documenting and running procedures, see standard operating procedure software.